THE EDWARD J. STEMMLER, MD
MEDICAL EDUCATION RESEARCH FUND
OF THE NATIONAL BOARD OF MEDICAL EXAMINERS® (NBME®)
2009-2010 INVITED PROPOSAL PREPARATION CHECKLIST
DUE DATE FOR INVITED PROPOSALS: JANUARY 15, 2010
The following REQUIRED materials should be included in your proposal, IN THE FOLLOWING ORDER:
A. The Letter of Intent Application that was submitted and selected by the committee. This application
should include: (1) the Application cover sheet (CoverSheet.pdf); and (2) the Letter of Intent (one
PDF or Microsoft Word document.)
B. A Description of Changes (if any) to the Proposed Research following submission of the Letter of
C. A Table of Contents which labels each section of the proposal (including those in the Appendices) and
the page on which they can be found.
D. A Proposal Narrative should include the information listed below. This section of the application must
be no more than 15 pages, double-spaced, in 12-point type with one-inch margins. All pertinent figures,
charts, and tables should be included within this section.1,2
1. Background information or Rationale for the proposed research, highlighting how the proposed
project is innovative and fulfills the Stemmler Fund’s goal. Any relevant published work should be
cited and a list of those references should be included in the Appendices.
2. The Hypothesis or Research Question(s) and specific outcome objectives for the project.
3. A Description of the Research Design and Methodology to be employed in the project, including:
A clear description of how any data is to be collected and how it is to be organized to facilitate
The details of proposed analytic methods and statistical tools to be used
E. Excel Project Budget Form (Budget.xls): Please email the Stemmler Fund
(StemmlerFund@nbme.org) if you do not already have the budget form (an Excel file). Once the budget
is finalized, you should include this spreadsheet in your proposal (a Word document) using the "copy"
and "paste special" function in Word. This form should include summary information on expenditures for
which NBME funds are requested. Do NOT add additional columns showing other grant monies,
durations, etc. Please cross-check for rounding errors when pasting the budget into Word.
F. A Budget Narrative including a breakdown of the details of each expenditure category for which NBME
funds are requested. This should provide a justification for the request describing how the expenditures
are related and necessary to the performance of the proposed project.
G. Briefly present the Project Timeline, highlighting critical milestones and key project resources needed
to reach the stated objectives.
1. Figures, charts, and tables that exceed one page in length may be included as Appendices at the end of the document.
Please be sure to cross-reference their location in the Table of Contents and within the document.
2. If your proposal requires audio/visual supporting material that cannot be included in a narrative, please post the
information in a web-site and direct reviewers to the URL within the proposal narrative. The Stemmler Fund, however,
will not be responsible for maintaining the site in any way, and it is within reviewers’ discretion to view the site.
Supplemental CDs or other materials sent to the Stemmler Fund will not be accepted.
H. The Primary Qualifications of the Principal Investigator and other key members of the research
project team (including consultants) should be briefly described, noting their roles in the project and
highlighting evidence of their experience in medical education and in using the tools and methods to be
employed in the research, as required to meet project objectives. For a position “To be announced”
(TBA), the required qualifications should be noted.
I. Current Biographical Data Forms for key project team members (in addition to the “Primary
Qualification of the Principal Investigator”). The Biographical Data Form is included on page 3 of this
J. APPENDICES should be included in the following order, although some may not be applicable to your
1. Literature cited, including complete titles and all authors.
2. If your proposal is a resubmission of a new proposal or competing renewal (previously an
Invitational Grant), a brief response to the previous reviewers’ comments (no more than one
page). Please explain any specific modifications to your proposal that you have employed based on
3. Any figures, charts, or tables not included in the narrative.
4. For proposals which include the participation or collaboration of organizations or individuals outside
of the applicant institution, any Letters of Agreement documenting each institution’s and any
consultant’s willingness to cooperate, should be included. The letters must include a description of
their roles in the project.
5. If the proposed project includes human subjects, either at the applicant organization or a
collaborating site, indicate this on the application Cover Sheet by checking “yes” (in the second
section of the application which is entitled “Proposed Project”), and attach a copy of official to-date
documentation of its Institutional Review Board (IRB) certification status (i.e., “pending,”
“approved,” etc.) at the time of proposal submission. For projects designed to be “exempt,” the
NBME requires that the applicant’s IRB provide written documentation that it meets related
requirements. NOTE: Applicants must forward a copy of the final IRB assurance to NBME when
received, since IRB certification is required before a grant can be made final3.
6. Documentation of the applicant’s non profit status (e.g., certification as an IRS 501(c)(3), or other
certification of immunity from taxation)4.
3 For the 2009-2010 funding cycle, the Stemmler Fund will not require an institution to submit all required IRB
documentation by January 15, 2010. However, if selected for funding, the institution must be able to produce this
completed documentation by April 15, 2010 to avoid ineligibility for award. (Please remember to allow sufficient time for
IRB review/processing to be completed prior to April 15, 2010.)
4 For the 2009-2010 funding cycle, the Stemmler Fund will not require an institution to submit evidence of its tax-exempt
status by January 15, 2010. However, if selected for funding, the institution must be able to produce this documentation
no later than April 15, 2010 to avoid ineligibility for award.
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BIOGRAPHICAL DATA FORM (PASTE INTO PROPOSAL)
The form below should be copied and pasted into your proposal as needed for each key member of the
project team, as well as any consultants included on the Project Budget Form.
BIOGRAPHICAL DATA FORM
Please provide the following information for all key project personnel and for any consultants included
on the Project Budget Form. Complete a copy of the form as needed for each additional person.
1. Name/Position in Project:
(Begin with baccalaureate and include any postdoctoral training.)
Institution and Location Degree Year(s) Field of Study
3. Research and Professional Experience:
List this information below in chronological order, concluding with present position. Include only
related previous employment, experience, and honors.
List complete references to all publications during the past three years and to representative earlier
publications pertinent to this application, including titles and all authors, also in chronological order.
If the list of publications in the last three years exceeds two pages, select the most pertinent
publications. DO NOT EXCEED TWO PAGES.
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ELECTRONIC SUBMISSION OF PROPOSALS
A. Completeness: Application materials must be assembled in the order specified above and, if
possible, emailed as one PDF file. If necessary, a Word document of the proposal and separate
document(s) of the Letter of Intent will be accepted.
B. File Size: Due to emailing restrictions/capacities and reviewers’ ability to download files, your
electronic file must not exceed 5 MB (regardless of format).
C. Scanned documents/images: Documentation requiring signature (e.g., Letters of Agreement or
Support) and any other documentation submitted as part of the initial application process (e.g.,
IRB approval and/or 501 [c] 3 documentation) must also be included electronically; we
recommend scanning these documents 5. Adobe Acrobat software may be purchased
(http://www.adobe.com/products/acrobatpro/tryout.html); additionally, equipment and expertise for
scanning is available at copy centers such as Kinkos ® stores.
D. Sending your file: Proposals must be emailed to STEMMLERFUND@NBME.ORG as one
electronic file, either in PDF or Microsoft Word document format, by January 15, 2010. Please
use your designated proposal number (0910-xx) as the title of both your email message and the
If you have questions about the submission process you may contact Stemmler Fund staff:
5 Scanning materials may increase the size of your file, and the Stemmler Fund will not accept files larger than 5MB. In
order to keep the file size low, we recommend scanning in black/white at a lower quality (with the following
approximation): if scanning an item as an image, use a 72 dpi.
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